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The Aim Higher Foundation (AHF) seeks to ensure that all children, regardless of background, can access a Catholic school. By providing student-based, tuition-assistance scholarships, AHF helps offset the cost of a Catholic school education for low-income and working class families. AHF is an independently operated, non-profit organization supported by those who believe in the transformational power of a Catholic education. Since 2012, AHF has awarded more than 16,000 scholarships worth $15 million.
Position Title: Office Manager and Executive Assistant
Reports to: President
The Aim Higher Foundation seeks an Office Manager/Executive Assistant to provide comprehensive support to the President, serve as Liaison to the Board of Directors, oversee office operations, and assist essential advancement and scholarship initiatives. The ideal candidate enjoys and excels in making people feel welcome and informed, organizing information, files, and projects, equipping others with the tools to succeed in their roles, and in thinking ahead to meet the needs of a growing organization.
Primary Duties & Responsibilities:
Providing administrative and executive support to the President by:
- Managing the President’s and the Foundation’s calendars, planning and scheduling meetings and events, and coordinating correspondence with key relationships.
- Organizing and managing the President’s and Foundation’s files. This includes creating agendas, materials, and minutes for individual and team meetings, maintaining filing systems, developing talking points, and ensuring proper management of sensitive documentation.
- Coordinating and supporting the President’s daily schedule, managing key projects, initiatives and paperwork, and tracking/documenting priority information.
- Developing in-voice and accurate copy for emails, thank you notes, letters, reports and proposals for stakeholders.
- Upholding a strict level of confidentiality.
Serving as Liaison to the Board of Directors by:
- Overseeing and executing board and committee projects, action item lists, calendars, events, correspondence, files, handbooks, and distribution lists.
- Planning all board and committee meetings, as well as new board member orientation, board education, socials, and other gatherings. This includes scheduling meetings, securing locations, developing agendas, preparing materials, taking and maintaining official minutes and resolutions, managing the online board portal, and coordinating hospitality needs.
- Directing team members in their roles as Committee Liaisons, overseeing the timeliness and consistency of committee meeting materials preparation.
- Ensuring initiatives related to the organization’s governance are managed and documented appropriately. This includes understanding the Foundation’s bylaws, collecting conflict of interest forms, and ensuring annual filings are made.
Overseeing the day-to-day operations of the office by:
- Creating a welcoming, appropriately-resourced, and mission-focused environment for the AHF the team and its guests.
- Welcoming and hosting visitors, answering and directing phone calls and organization emails, and managing the phone and email systems.
- Handling distribution of daily incoming and outgoing mail.
- Monitoring and maintaining inventories of supplies and materials, and keeping existing inventories and storage areas organized.
- Understanding, maintaining and troubleshooting office equipment and IT problems, and working with building management office when appropriate.
Assisting with essential advancement and scholarships initiatives by:
- Processing financial transactions including incoming checks, electronic deposits, outgoing bills, reimbursements, tax letters, and check cutting.
- Maintaining accurate and current information for AHF constituents. Accurately entering data into a CRM database and procure necessary queries and reports.
- Anticipating, identifying, and documenting team protocol, processes, and procedures, making recommendations for improvement as appropriate.
- Attending and supporting AHF events. Some weekend or evening work may be required.
- Other duties as assigned.
Aim Higher Foundation team members are committed to putting people first, finding delight in serving others, earning others’ trust, and staying focused on our “one thing.” Successful candidates for this position will be able to demonstrate that the small things matter. They will possess outstanding interpersonal skills, best-in-class organizational ability, exceptional problem solving capacity, and the aptitude to think proactively and pivot appropriately to meet mission objectives. They will also be able to demonstrate a commitment to personal growth and a history of improving the organizations they serve.
The ideal candidate has:
- Deep respect for and commitment to the work to provide educational opportunities to children from all backgrounds.
- A successful history of providing support to executive leaders, and leading administrative and office projects—understanding the need to be a visible, strategic partner to the President and the Board of Directors in that work.
- The proven ability to maintain confidentiality of sensitive information and written records within the dynamics of a small, close-knit team.
- Experience providing best-in-class customer service including an enthusiasm for being the first “face” of the organization with whom constituents will engage.
- Excellent verbal and written communications skills, and exceptional emotional intelligence.
- Demonstrated ability to remain focused on top priorities while managing multiple tasks and to meet deadlines while providing an acute attention to detail at all times.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Drive (Docs, Sheets, Forms), Google Workspace, bill processing, and other nonprofit software systems.
- Experience managing, maintaining, and providing support of office equipment, copiers, telephone equipment, and other IT hardware.
Compensation and Benefits:
The position pays an annual salary of $50,000-$60,000, based on qualifications and experience. Exceptional candidates with more than five years of relevant experience may be eligible for a signing bonus.
The Aim Higher Foundation strives to provide a competitive benefits package which includes medical insurance; a retirement plan with an employer match after one year of service, generous PTO; 11 paid holidays; flexible leave for significant life events, and in-office flexibility for family activities.
This is a full-time (40 hours a week), in-person position located in St. Paul, MN. Applications will be accepted until the position is filled. The ideal start date for is prior to January 1, 2024
Interested candidates should send the following to Ricky Austin, President of the Aim Higher Foundation, at [email protected], with “Office Manager Application” in the subject line:
a cover letter; and
Please combine both document into one PDF before submitting.
Application Deadline: Interviews will begin on a rolling basis. We encourage applicants to submit their materials by December 8, 2023, but will consider all applications submitted until the position is filled.